Migrate from Toast to BambooHR

Toast employee records (names, roles, contact information, permissions, hire date, termination date) map to BambooHR Employee records via POST to /employees with a JSON body of field-value pairs. Toast's employee ID becomes the BambooHR employee number. Compensation history (pay rate, pay type) migrates to BambooHR's payRate field. BambooHR enforces approximately 400 fields per employee record ceiling — if the Toast schema plus custom fields exceeds this, we prioritize core fields and document overflow fields for manual entry. Duplicate email addresses on POST return HTTP 409 and must be resolved before import.

Toast time entries (clock-in, clock-out, break duration, hours worked) export via SFTP nightly CSV or REST API. We map them to BambooHR time-off requests and accrual balances. Toast's overtime flags map to BambooHR accrual policy rules for overtime-eligible employees. BambooHR's accrual model requires pre-configuration of benefit types (PTO, sick, etc.) before balances can be written, so we configure accrual policies during the schema phase.

Toast shifts (scheduling windows, role assignments, availability) are exportable but represent scheduling configuration rather than a BambooHR-native object. BambooHR does not have a native shift scheduling module — it tracks time-off requests and calendar events. We export Toast shifts as reference data, map shift patterns to BambooHR calendar events for manager visibility, and flag that ongoing schedule management requires a third-party scheduling tool or BambooHR's limited availability-setting feature.

Toast employee roles (server, cook, manager) map to BambooHR jobTitle and department fields. Toast's permission levels map to BambooHR's employee type and employment status. If the restaurant uses Toast's manager-role hierarchy for scheduling approvals, we map supervisor relationships to BambooHR's supervisor field which supports org-chart construction in BambooHR.

Toast table and section configuration defines restaurant floor layout and server assignments. Multi-location restaurant groups migrating to BambooHR can map Toast locations to BambooHR location records (available in BambooHR's HR module for companies with location-based employment). This enables BambooHR reporting by restaurant location. Single-location restaurants map their Toast location to a single BambooHR location record or omit if location tracking is not required.

Toast guest profiles capturing visit history, preferences, and loyalty program data have no direct BambooHR equivalent. We do not migrate guest profiles as standard scope. If the customer uses BambooHR's Applicant Tracking System (ATS) module for recruiting hires from their existing guest community, we can map a filtered subset (contact info, job application status) to BambooHR Candidates on a best-effort basis, with explicit scope documentation.

Toast custom employee properties (tip pools, certification tracking, allergen certifications for kitchen staff) map to BambooHR custom fields on the Employee object. Custom field IDs in BambooHR must be fetched via GET /v1/meta/fields per customer account — they are not hardcoded across tenants. We register custom fields during the schema phase using the discovered field IDs and map Toast property values to the corresponding BambooHR field names.

Toast order and payment records are outside the scope of a Toast-to-BambooHR HR migration. These records do not have a meaningful equivalent in BambooHR's HRIS data model. We do not migrate orders, payments, checks, or menu items. If the customer needs order history retained, we recommend exporting to a data warehouse or archive database separately.

Toast cash drawer tracking, bank deposits, and cash-over-short reports are financial operations data unrelated to HR. We do not migrate cash management records. We flag this boundary clearly in the scope document so that the customer's accounting team knows to handle these exports through Toast's accounting module separately.

Historical time entries beyond the current accrual period migrate to BambooHR as read-only time-off reports or historical reference records. BambooHR's standard time-off module tracks current accruals and requests; historical labor hours from Toast are best preserved as an attached report or imported as a one-time accrual adjustment rather than as individual time entries, depending on the customer's audit requirements.